Program Administrative Assistant

Job Title: Program Administrative Assistant

Location: Oklahoma City, OK

Industry: Nonprofit

Pay: $16.50-$17.50/hour

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About Our Client:

Our client is seeking an organized and dependable Program Administrative Assistant to support program leadership and daily operations. This individual will help coordinate administrative activities, maintain accurate records, prepare reports, and assist with initiatives that support children and families. The ideal candidate is detail-oriented, adaptable, and committed to providing professional, respectful service to a diverse community.

Job Description:

The Program Administrative Assistant will provide administrative support to program leadership while helping coordinate committee activities, maintain documentation, and support customers. This role requires strong organizational and communication skills, sound judgment, and the ability to manage multiple priorities while maintaining confidentiality and meeting program requirements.

Key Responsibilities:

• Coordinate communication between internal teams, community partners, local schools, and outside service providers to support program operations and family transitions.
• Assist families with transition-related information, resources, and training while providing a welcoming and supportive experience.
• Prepare and distribute educational materials related to transportation and pedestrian safety for families and staff.
• Support program planning efforts and contribute ideas to improve administrative processes and service delivery.
• Assist with internal reviews, audits, and compliance activities by organizing documentation and preparing necessary records.
• Maintain accurate reports related to attendance, staff education, purchasing, and other program activities.
• Prepare meeting agendas, track attendance, and provide administrative support for advisory and parent council meetings.
• Review program activities and transition procedures to help ensure established guidelines and requirements are followed.
• Organize correspondence, maintain filing systems, and ensure records are complete and readily accessible.
• Create, revise, and maintain departmental forms and other administrative documents to improve efficiency.
• Help coordinate ongoing staff training and professional development activities.
• Participate in relevant training sessions and educational opportunities to stay informed of current procedures and best practices.
• Perform additional administrative duties as needed to support program goals and daily operations.

Qualifications:

• High school diploma or equivalent required.
• Four years of office management or related administrative experience; relevant higher education may substitute for the required experience.
• Proficiency with word processing applications, spreadsheets, databases, and general office software.
• Strong written communication skills, including professional grammar, spelling, and punctuation.
• Excellent organizational skills with the ability to prioritize tasks, manage deadlines, and handle multiple responsibilities.
• High level of accuracy and attention to detail when preparing reports and maintaining records.
• Professional communication skills and the ability to work effectively with individuals from diverse backgrounds.
• Demonstrated respect for different perspectives, experiences, and values.
• Ability to maintain confidential information and exercise sound judgment.

Additional Details:

• Occasional travel to off-site locations is required.
• This role involves collaboration with program staff, families, community organizations, and other service providers.
• Candidates should be comfortable working in a structured environment with established procedures and compliance requirements.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.